Administrative Assistant – Backpack Buddies of Metro Atlanta

Position Title:

Administrative Assistant
Status:
Exempt, Full-Time

Reports To:

CEO

Location:

Dunwoody, GA

Position Summary:

We are seeking a highly organized and detail-oriented Administrative Assistant to support the
CEO and overall operations of BPBMA. This role is essential in ensuring smooth day-to-day administrative functions,
assisting with marketing and events, handling financial transactions, overseeing CRM and communication technology,
and maintaining efficient office operations.
Supervisory Responsibility:
None

Essential

Job Duties and Responsibilities:

• Answer and manage phone calls, voicemails, and general inquiries, providing excellent customer service to donors, volunteers, community partners, and the public.
• Serve as the primary administrator for the organization’s phone system, including managing extensions, voicemail setup, call routing, and troubleshooting basic system issues in coordination with the service provider.
• Greet visitors and create a welcoming, professional office environment.
• Sort and distribute incoming mail; manage outgoing correspondence.
• Maintain office supplies and ensure the workspace is organized, efficient, and well-stocked.
• Assist with scheduling meetings, preparing materials, and coordinating meeting logistics.
• Serve as the primary administrator for the organization’s Customer Relationship Management (CRM) system, maintaining accurate constituent records, processing data entry, ensuring data integrity, generating reports, and supporting staff with CRM-related functions.
• Ensure office facilities, equipment, and administrative systems are sufficient to accomplish the organization’s mission and objectives.
• Work with the CEO and/or VP of Operations to prepare and present operational updates at Board of Directors’ meetings, as requested.
• Collaborate with staff and Board committees to support the organization’s strategic goals and operational initiatives.

• Perform data entry in Quick Books, including processing invoices and tracking expenses.
• Prepare and make bank deposits as needed.
• Assist with donor acknowledgment letters and financial reporting as directed.

• Assist in creating and distributing marketing materials, newsletters, and social media content.
• Support planning and execution of fundraising events and corporate packing events.
• Maintain donor and volunteer databases, ensuring accurate record-keeping.

• Previous experience in administrative support, and nonprofit experience a plus.
• Strong organizational skills with attention to detail and ability to multitask.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Drive/Docs, Quick Books, and a CRM platform.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.
• Passion for the organization’s mission and a commitment to making a positive impact in the community
• In-office position

The essential physical requirements described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing this job, the employee is regularly required to:

• Sit and stand for periods
• Able to lift and carry up to 25 pounds

• High School Diploma or GED
• At least 2 years of experience in administrative office work